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DEVELOPMENT RECORDS SPECIALIST
Job Title: DEVELOPMENT RECORDS SPECIALIST
Job Code: 0679
FLSA: N
Job Level: 08
Revised Date: 03/01/2020
Job Family: JF 03
Occupational Summary
Perform a variety of clerical, accounting and data entry activities in the receipt, processing and maintenance of records of gifts to Duke University; represent the University with internal and external donor constituencies. Assist Development Records Clerks with problem solving and making complex entries. The Specialist will have advanced skills in entering gifts and biographical data.
Work Performed
Manage the process of entering online and manual credit card gifts including: pull notifications for each online gift, matching data and resolving differences; enter each gift; balance batch totals to capture report totals; enter credit card gifts received by mail, fax, or phone; balance totals; determine legal donor and all other necessary data Handle recurring/ongoing credit card gifts, as required, ensuring charges begin and end as prescribed by each donor. Credit back gifts as needed, ensuring that refunds are properly reflected. Take calls from donors and make changes to their credit card gifts, along with any other biographical data changes or additions, as needed or requested
Handle daily deposit, verifying check totals to batch reports, ensuring checks are properly made out and endorsed. Take the deposit to the Bursar's Office for delivery to the University's bank
Handle quality control for all gift entry including: checking printed receipts to backup documentation to ensure gifts were processed on the correct donor's record, for the correct amount, and credited to the proper ledger account to match the purpose expressed by the donor
Prepare receipts, pledge reminders, and other documents for mailing by providing a count for control purposes, a list of enclosures, and instructions as to which envelopes should be used
Using administrative access, pull pledges from controlled ADR website and process them as indicated, ensuring each numbered request is handled
Assist donors, development personnel, and co-workers with gift questions and issues including responding to requests received via Gifts2Duke
Supervise and assist junior biographical staff ensuring work is completed in an orderly and timely manner. Assist junior staff with daily biographical updates. Complete weekly and monthly edit reports, watching for new or ongoing issues that need to be addressed, recommending changes in processes or procedures. Ensure that email requests are handled in the order of importance. Answer questions and concerns from donors, alumni, development officers, and others. Ensure special projects and requests are handled quickly to avoid issues with data extracts of biographical and/or gift data.
Assist with other gift or biographical data entry as needed and provide guidance to junior staff as to appropriate method of recording more complicated gifts and handling unusual situations and requests
Perform other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Education/Training
Work requires knowledge of general accounting principles usually acquired through two years post-secondary education in accounting or a related business field.
Experience
Work generally requires 3 years of experience in a data-centric office environment using general accounting principles and financially oriented computer systems.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Skills
Data Entry; Editing/Proofing; Accounting/Bookkeeping; Office Procedures, Including Proper Telephone Etiquette; Correspondence; Microsoft Windows; Data Verification; Data Analysis; Microsoft Word; Microsoft Excel; Cybersource Online Credit Card Processing Tool; Jira; Gift/Donor Tracking/Transaction Software; Knowledge of General IRS Regulations Regarding Donations; Ability to Learn New Systems and Assist with Testing and Dual Entry.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.